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Manage Charges & Invoices

[For Admins + Billing Only Role] Learn how to adjust, reduce, void and delete individual charges or entire invoices.

Sabrina avatar
Written by Sabrina
Updated over a week ago

Admins can easily adjust, void, or delete unposted invoices or charges in brightwheel in the case of a billing mistake or change in prices.

ℹ️ Certain available actions will depend on whether or not the invoice is posted to a student's account.

Adjust Unposted Invoices

If an invoice has not yet been posted to a student’s account, meaning the payer has not yet received it, the charges can still be modified:

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Open the Upcoming invoices tab

  3. Click Actions next to the invoice

  4. Select Edit invoice

    1. To edit or a charge, select Actions > Edit Charge

    2. To add a charge, click + Add Charge

    3. To remove a charge, select Actions > Remove Charge
      💡Removing all charges from an invoice creates a $0.00 invoice that will post on the date unless the entire invoice is deleted.

Adjust Posted Invoices

If an invoice has already been posted to a student’s billing account (it has been sent to payers), Admins can take the following actions on the posted invoice:

Providers who wish to add increase the invoice amount after it's been posted will need to create a entirely new invoice and void the old invoice.

Reduce charges in a posted invoice

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Click the All Transactions tab

  3. Select Actions next to the invoice, then choose View/Edit

  4. Click Actions on a individual charge, then select Reduce / Void charge

  5. Enter the new amount and optional notes

  6. Select the reason or add a custom reason by typing the reason and hitting Enter

  7. Choose Adjust Charge when ready

💡Adjustments made to already paid invoices will be reflected as an account credit, which will be applied to the next invoice or it can be refunded back to the payer.

Void Posted Charges or Invoices

In the instance where a charge was made in error, the charge within the invoice can be voided to reduce that line item to $0. Alternatively, admins can void the invoice altogether.

ℹ️ Invoices and charges cannot be voided in bulk. Instead, you can void an invoice or a charge from the individual student's billing profile.

Void charges in a posted invoice

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Choose the All Transactions tab, then click Actions next to the invoice

  3. Select View/Edit

  4. Click Actions next to the charge, then select Reduce / Void charge

  5. Enter $0 as the amount in the New Amount field

  6. Select the reason or add a custom reason by typing the reason and hitting Enter

  7. Add any optional Notes

  8. Click Adjust Charge when ready

Void entire invoices

🚩 Voiding an invoice is permanent and cannot be reversed. If you accidentally void an invoice or charge, you can recreate the invoice by using the One-time charge tool.

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Select the All Transactions tab, then click Actions next to the invoice

  3. Select Void invoice

  4. Choose the reason or add a custom reason by typing the reason and hitting Enter

  5. Add any optional Notes

  6. Check/uncheck the 'Notify parents about this change' box as desired

  7. Click Void when ready

Void Offline Payments

Brightwheel also allows admins the option to void offline payments. This can be particularly useful in situations where a check fails to clear or an offline payment was logged incorrectly.

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Locate the offline payment

    1. If unapplied to an invoice, it’ll be visible under Current activity > Available Credits & Payments

    2. If applied to an invoice, it'll be visible under All transactions > Credits & payments

  3. Click Actions next to the offline payment

  4. Select Void

  5. Fill out the remaining fields with notes and a reason

  6. Check the box to notify parents of the voided charge (optional)

  7. Click Void

ℹ️ Once an offline payment is voided, it will display a 'Payment Status' of Voided in the All transactions tab or within a specific invoice view.

Delete Unposted Invoices

If an invoice has not yet been posted to a student's account, providers have the option to permanently delete it so it won't post. Once an invoice is posted, it can only be voided and it cannot be deleted.

🚩 Deleting a unposted invoice is permanent and cannot be reversed.

  1. Go to the Billing page on the web

  2. From the At a Glance page, click the Upcoming Invoices tab

  3. Click Actions next to the invoice

  4. Select Delete in the drop-down menu

View Historical Changes to Invoices

  1. Navigate to the student’s billing profile on the web

    💡Go to Billing > Students > Click the student’s name

  2. Select the All Transactions tab, then click Actions next to the invoice

  3. Choose View/Edit

  4. Click the ⓘ information icon next to the charge amount

Adjustments to a posted invoice will be delineated by an ⓘ icon that will appear for payers and admins when hovered on the charge item. This icon will show details of any adjustments including reduction adjustments and discounts.

Adjustments to a unposted invoices will not show a change history.


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